BoothMaven ("BoothMaven," "we," "us," or "our") is a cloud-based event lead capture and engagement platform operated by BoothMaven, No. 14/21-A, Desigar Street, Vadapalani, Chennai – 600026, Tamil Nadu, India.
This Privacy Policy sets out how we collect, use, store, share, and protect personal data in connection with our platform, website (www.boothmaven.com), mobile applications, and all associated services (collectively, the "Service").
Depending on your relationship with BoothMaven, you may interact with our Service in different ways. This policy explains the specific data practices that apply to each type of user. Where our Customer (the subscribing company) collects personal data about others (such as event visitors) through the Service, BoothMaven acts as a data processor on the Customer's behalf. The Customer is the data controller for that data. This distinction is important and is explained in detail throughout this policy.
By using our website or Service, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with any part of this policy, you should not use the Service.
| Term | Meaning |
|---|---|
| Customer / Account Manager | A company or individual who has subscribed to BoothMaven and holds an account. They are the data controller for all data captured through their BoothMaven account. |
| Customer Staff / Booth Operator | An individual (e.g. sales rep, booth assistant) who is added to a Customer's BoothMaven account to use the platform at events. |
| Event Visitor / Booth Contact | A person whose information is captured at a trade show, conference, or event via BoothMaven's lead capture tools (e.g. business card scan, badge scan, QR code). |
| Digital Card / Microsite Visitor | A person who receives and clicks a link to a BoothMaven-generated personalised digital card or microsite. |
| Referred Visitor | A person who receives a BoothMaven digital card or microsite link forwarded to them by someone else (e.g. a colleague or friend). |
| Personal Data | Any information that can identify a natural person, directly or indirectly. |
| Data Controller | The entity that determines the purposes and means of processing personal data. |
| Data Processor | The entity that processes personal data on behalf of a data controller. |
| GDPR | The General Data Protection Regulation (EU) 2016/679. |
| Service | The BoothMaven platform, website, mobile app, and all associated tools and features. |
📌 BoothMaven plays different roles depending on whose data is being processed.
For website visitors and registered account holders: BoothMaven is the Data Controller.
For event visitor data captured through Customer accounts: BoothMaven is the Data Processor.
The Customer (subscribing company) is the Data Controller for all data captured at their events.
This distinction is critical. When a Customer uses BoothMaven to capture and manage lead data from events, BoothMaven processes that data solely on the Customer's instructions. The Customer is legally responsible (as Data Controller) for ensuring they have a lawful basis to collect that data, that they have obtained necessary consents, and that they comply with applicable data protection laws in their jurisdiction.
If you are an event visitor whose data has been captured via BoothMaven and you wish to exercise your data rights, you should contact the company (our Customer) that captured your data at the event. BoothMaven will assist that Customer in responding to your request.
This section applies if you are a company or individual who has signed up for a BoothMaven subscription or free trial.
When you register for and use a BoothMaven account, we collect:
| Purpose | Legal Basis |
|---|---|
| Creating and managing your BoothMaven account | Contract performance |
| Processing your subscription payments and billing | Contract performance |
| Providing customer support and responding to queries | Contract performance / Legitimate interests |
| Sending service-related communications (e.g. product updates, invoices) | Contract performance |
| Sending marketing communications (with your consent) | Consent |
| Improving the platform based on usage patterns | Legitimate interests |
| Complying with legal obligations (e.g. tax records, audits) | Legal obligation |
| Fraud prevention and platform security | Legitimate interests |
| Identifying you as a customer in BoothMaven's promotional materials (with consent) | Consent / Legitimate interests |
We may share your data with:
We do not sell, rent, or trade your personal data to third parties for their own marketing purposes.
We retain your account data for the duration of your subscription and for up to 90 days after account closure for operational purposes. Billing and invoice data is retained for 7 years in compliance with accounting and tax obligations. You may request deletion of your account data at any time by writing to us at [email protected].
This section applies if you have been added to a BoothMaven account by your employer or event organiser as a team member or booth operator.
When a Customer adds you as a staff member or user to their BoothMaven account, we collect:
⚠️ Your employer (the BoothMaven Customer) is the Data Controller for your data. They determine what data is collected about your activity within the platform. BoothMaven processes this data as a Data Processor under the Customer's instructions. For questions about how your employer uses your data, please contact them directly.
BoothMaven uses your data to:
Staff user data is retained for the duration of the Customer's active subscription. If the Customer removes you from their account or terminates their subscription, your access is revoked and your user profile data is deleted within 30 days, subject to any legal hold requirements.
This section applies if your business card was scanned, your badge was read, or your contact details were entered into BoothMaven at a trade show, conference, or event.
📌 Your data was collected by the company whose booth you visited. That company is the Data Controller of your information. BoothMaven is acting as their technology provider (Data Processor). To exercise your data rights, please contact the company that collected your data at the event.
The exhibiting company (BoothMaven's Customer) uses your data for their business purposes, which may include following up after the event, sending you a personalised digital card or microsite link, adding you to their CRM or marketing system, and analysing event performance and lead quality. BoothMaven facilitates this processing on behalf of the Customer but does not independently contact you or use your event data for its own marketing purposes.
If your business card is scanned through BoothMaven, an image of your card may be processed by third-party AI services to extract text and convert it into structured contact data. This processing is performed solely to populate the lead record. The image may be transmitted to AI service providers for processing and stored securely as part of the lead record. BoothMaven does not use business card images for any purpose other than extracting contact data as instructed by the Customer.
Because the exhibiting company is the Data Controller of your information, your rights (including access, correction, deletion, and objection) should be exercised directly with that company. If you are unable to reach the company or need assistance, you may contact BoothMaven at [email protected] and we will use reasonable efforts to assist you.
Your data is retained within BoothMaven's systems for as long as the Customer's subscription remains active, and for up to 90 days after subscription termination. The Customer may delete your record from their account at any time.
This section applies if you received an email or message containing a link to a BoothMaven digital card or personalised microsite and visited that link.
When you visit a BoothMaven-hosted digital card or personalised microsite, the following data may be collected automatically:
If you voluntarily submit information through a form on the microsite (e.g. a contact or interest form), that information is also collected.
This engagement data is collected to provide the exhibiting company (BoothMaven's Customer) with insights into how recipients are interacting with their follow-up content — allowing exhibitors to understand lead interest levels and tailor their follow-up approach.
⚠️ The engagement analytics from your visit are shared with the company that sent you the link. This is the company whose booth you visited or whose representative sent you the microsite. BoothMaven's analytics are built-in and real-time. No third-party tracking scripts are deployed on BoothMaven-hosted microsites or digital cards.
BoothMaven-hosted microsites may use functional cookies to support page performance and session tracking. These are limited to what is necessary for the microsite to function and to record engagement analytics for the Customer. No third-party advertising or retargeting cookies are placed on microsites.
Microsite visit data is retained as part of the Customer's lead record. Retention follows the same policy as Section 6.5 above.
The company that sent you the microsite is the Data Controller of the engagement data collected. To exercise your data rights, contact that company. You may also contact BoothMaven at [email protected] for assistance.
This section applies if a friend, colleague, or contact forwarded you a BoothMaven digital card or microsite link that was originally sent to them.
BoothMaven allows recipients of digital cards and microsites to share those links with others. If you received such a link from a third party (not directly from the exhibiting company), you are a referred visitor.
Your visit to a shared microsite or digital card generates the same automatic data as described in Section 7.1 (IP address, browser, engagement activity, etc.). This data is associated with the shared link and attributed to the original lead record held by the exhibiting company.
The exhibiting company may see that additional visitors have viewed their microsite via a shared link. Depending on the sharing context, they may or may not know your identity. If you voluntarily submit any information through the microsite, that information is collected and controlled by the exhibiting company.
📌 You were not the original recipient of this content. The company that created it may see that their microsite was viewed by additional visitors, but BoothMaven does not automatically identify you to that company unless you choose to submit your details.
You have the right to know what data has been collected about your visit. Contact the company whose digital card or microsite you visited, or reach out to BoothMaven at [email protected].
BoothMaven uses cookies and similar tracking technologies on its website (www.boothmaven.com) and, to a limited extent, within the platform and hosted pages.
A cookie is a small text file placed on your device by a website. It allows the website to remember your actions and preferences over time. Cookies can be session-based (deleted when you close your browser) or persistent (remaining until they expire or are deleted).
| Cookie Type | Purpose |
|---|---|
| Essential / Functional | Required for the website and platform to operate correctly — e.g. maintaining your login session, remembering your preferences, and ensuring security. |
| Analytics (Website only) | Used on www.boothmaven.com to understand how visitors navigate the site, which pages are most visited, and how to improve the user experience. See Section 10. |
| Session Recording (Website only) | Used on www.boothmaven.com to record anonymised session interactions (mouse movements, clicks, scrolling) to identify usability issues. See Section 10. |
| Marketing / Retargeting | BoothMaven does not currently use retargeting or advertising cookies. |
📌 BoothMaven-hosted microsites and digital cards do NOT use third-party analytics cookies. Engagement tracking on microsites is handled by BoothMaven's own built-in analytics only.
You can control and manage cookies through your browser settings. Most browsers allow you to refuse, delete, or be notified when cookies are set. Note that disabling essential cookies may impair your ability to use the platform. Instructions for managing cookies can be found in your browser's settings menu.
BoothMaven's platform includes its own built-in, real-time analytics for Customers to monitor lead capture activity, microsite engagement, and event performance. These analytics do not use any third-party tracking services. No data is sent to external analytics providers in connection with in-application activity.
BoothMaven uses Google Analytics on its public-facing marketing website (www.boothmaven.com) to understand how visitors find and interact with the site. This data is collected in aggregate and is not linked to individual identities. You may opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on, adjusting your cookie preferences through our website cookie banner, or enabling 'Do Not Track' in your browser settings.
BoothMaven uses Microsoft Clarity on www.boothmaven.com to better understand how visitors use the site, recording anonymised session interactions including mouse movements, clicks, and scrolling behaviour. Microsoft Clarity is configured to avoid capturing personally identifiable information. Microsoft retains Clarity session data for up to 13 months.
⚠️ Microsoft Clarity is only active on www.boothmaven.com (our public website). It is NOT used within the BoothMaven application or on Customer-hosted microsites.
| Location | Analytics Tools Active |
|---|---|
| www.boothmaven.com (public website) | Google Analytics + Microsoft Clarity |
| BoothMaven application (logged-in) | BoothMaven built-in analytics ONLY |
| Customer microsites & digital cards | BoothMaven built-in analytics ONLY |
BoothMaven takes the security of personal data seriously and implements appropriate technical and organisational measures to protect it. Our security practices include:
While we take all reasonable precautions, no method of internet transmission or electronic storage is 100% secure. We cannot guarantee absolute security but commit to notifying affected parties without undue delay in the event of a confirmed data breach that poses a risk to individuals' rights and freedoms.
BoothMaven's platform infrastructure is hosted within EU-region data centres. Customer data is processed and stored within the EU by default. Certain third-party services engaged by BoothMaven (such as AI processing and data enrichment services) may process data outside the EU or EEA. Where such transfers occur, BoothMaven ensures they are governed by appropriate safeguards, including Standard Contractual Clauses (SCCs) approved by the European Commission, or equivalent mechanisms.
Customers who are subject to GDPR should note that any third-party integrations they connect to BoothMaven (e.g. their own CRM, marketing automation tools) may involve international data transfers that are the Customer's responsibility as Data Controller.
Depending on your location and applicable law, you may have the following rights with respect to your personal data where BoothMaven is the Data Controller (see Section 3).
| Your Right | What It Means |
|---|---|
| Right to be Informed | To receive clear, transparent information about how your data is used — which is the purpose of this Privacy Policy. |
| Right of Access | To obtain a copy of the personal data we hold about you. |
| Right to Rectification | To request correction of inaccurate or incomplete personal data. |
| Right to Erasure | To request deletion of your personal data ("right to be forgotten") where no compelling legal reason exists to retain it. |
| Right to Restrict Processing | To request that we pause or limit processing of your data in certain circumstances. |
| Right to Data Portability | To receive your personal data in a structured, machine-readable format for transfer to another service. |
| Right to Object | To object to processing based on legitimate interests, including direct marketing. |
| Right to Withdraw Consent | Where processing is based on consent, to withdraw that consent at any time without affecting the lawfulness of prior processing. |
To exercise any of these rights, please contact us at [email protected]. We will respond within one calendar month of receiving your request. We may ask you to verify your identity before processing the request. There is no fee for submitting a request unless it is manifestly unfounded or excessive.
If you are dissatisfied with our response, you have the right to lodge a complaint with your local data protection authority. For EU/EEA residents, a list of supervisory authorities is available at edpb.europa.eu.
The BoothMaven website and platform may contain links to third-party websites or services. These third-party sites operate under their own privacy policies, and BoothMaven is not responsible for their data practices. We encourage you to review the privacy policies of any third-party sites before submitting personal data to them.
Where Customers integrate BoothMaven with third-party tools (such as CRM systems, marketing platforms, or email services), those integrations are established by the Customer. The Customer is responsible for understanding and complying with the data protection requirements of any third-party services they connect.
BoothMaven may send you marketing emails about our products, features, and events if you have opted in during account registration or a demo request, or if we have a legitimate interest in contacting you about similar services.
You can unsubscribe from marketing emails at any time by clicking the "Unsubscribe" link in any email, or by emailing [email protected]. Unsubscribing from marketing communications will not affect transactional or service communications related to your account.
The BoothMaven Service is intended exclusively for business professionals and is not directed at or designed for use by children under the age of 13. BoothMaven does not knowingly collect personal data from children under 13. Users under the age of 18 may only use the platform with the express permission and oversight of a parent or legal guardian.
If we become aware that we have collected personal data from a child under 13 without verifiable parental consent, we will promptly delete that data. If you believe a child's data has been submitted to BoothMaven, please contact us at [email protected].
| Data Type | Retention Period |
|---|---|
| Customer account and profile data | Duration of active subscription + 30 days post-closure |
| Billing and invoice records | 7 years (accounting and legal obligations) |
| Event lead / contact data (captured by Customers) | Duration of Customer subscription + up to 90 days on backup systems |
| Microsite / digital card engagement data | Duration of Customer subscription + up to 90 days on backup systems |
| Website analytics data (Google Analytics) | Up to 26 months (per Google's default retention) |
| Session recording data (Microsoft Clarity) | Up to 13 months (per Microsoft's retention policy) |
| Support and correspondence records | 3 years from last interaction |
| Legal hold data | As required by applicable law or regulatory obligation |
You may request deletion of your data at any time by contacting [email protected]. We will process your request within 30 days, subject to any legal retention obligations.
BoothMaven may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
Your continued use of the Service following the posting of changes constitutes your acceptance of the updated policy. If you do not agree with the changes, you should discontinue use of the Service and contact us to discuss your options.
If you have any questions about this Privacy Policy, wish to exercise your data rights, or have a concern about how BoothMaven handles personal data, please contact us:
Privacy and Data Protection Enquiries
BoothMaven
No. 14/21-A, Desigar Street,
Vadapalani, Chennai – 600026,
Tamil Nadu, India
Website: www.boothmaven.com/privacy-policy
For data deletion or access requests: [email protected]
Response time: Within 30 days of receiving your request.
